Cleaning services for atns king phalo (east london) and mthatha airports and remote sites – 5-Year contract

Closing date: 24 November 2026 at 11h00 CAT

Compulsory briefing sessions (attendance mandatory):

• East London: 22 October 2026 at 11h00 CAT, East London Airport, 66 Settlers Way, Greenfields, East London, 5201 (GPS 33°02'17.4"S 27°49'43.4"E)
• Mthatha: 23 October 2026 at 12h00 CAT, Mthatha Airport, A1 Street, Mthatha Military Base, Mthatha (GPS 31°32'55.3"S 28°40'18.5"E)

Clarification deadlines:

• Written queries due: 30 October 2026 at 17h00
• Responses to queries: 06 November 2026 at 17h00

Pre-closure enquiries (Demand Management):

• Contact: Zanele Mbiza
• Email: [email protected] (copy [email protected])
• Telephone: 011 607 1325

Post-closure clarifications (Acquisition Management):

• Contact: Andy Ngubane
• Email: [email protected] (copy [email protected])
• Telephone: 011 607 1325

Submission address:

ATNS Company Limited

Eastgate Office Park, Block C

South Boulevard Road

Bruma, 2298

Service delivery sites:

• FAEL – King Phalo Airport, East London
• FAUT – Mthatha Airport, Mthatha
• Bisho (Bulembu Airport) – ad-hoc basis
• Associated remote sites (radar, VDF, transmitter, receiver, VOR, old VSAT building, and other ATNS sites in the region)

Submission method: online via the National Treasury e-Submission (e-Tender) system, or physical hard copy. Email submissions are not accepted.

Physical submission address:

ATNS Company Limited

Eastgate Office Park, Block C

South Boulevard Road

Bruma, 2298

Hard copy requirements: one original, one copy, and one PDF version on USB.

Closing date: 24 November 2026 at 11h00 CAT. Late bids are not considered.

Bid structure: submit in two parcels.

• Parcel A: Administrative and mandatory requirements (Phase 1 and 2 evaluation) — Volume 1A excluding SBD 3.3 and SBD 6.1.
• Parcel B: Price and preference points (Phase 3 evaluation) — SBD 3.3, SBD 6.1, CSD report, CIPC documents, shareholder certificates, ID copies of shareholders, and B-BBEE certificate or sworn affidavit.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder details and declaration; unsigned or incomplete form makes the bid non-responsive.
• SBD 3.3 (Pricing Schedule – Professional Services): completed and signed; missing price or incomplete price makes the bid non-responsive.
• SBD 4 (Declaration of Interest): discloses any connection to state employees; required from each party to the bid.
• SBD 6.1 (Preference Points Claim Form): claims specific goal points under the 80/20 system.
• POPIA consent form.
• General Conditions of Contract acceptance.
• Appendix A Form of Questionnaire for pre-closure clarifications.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks:

• Failure to attend the compulsory briefing session.
• Missing any mandatory document (references, COIDA, MSDS, NCCA/BEECA, local footprint).
• Late submission, incomplete pricing, or unsigned forms.
• Bids from persons in the service of the state, or companies with directors who are state employees.

Evaluation is in three phases.

Phase 1 – Administrative:

• Valid SARS Tax Compliance Status PIN, valid for the full duration of the 120-day validity period.
• Non-compliance may lead to rejection, or acceptance subject to submitting supplementary information within 7 days.

Phase 2 – Mandatory (failure excludes the bidder):

• Attendance at the compulsory briefing session (attendance register is proof).
• Minimum three contactable reference letters for cleaning and hygiene services of similar nature and complexity, on client letterhead, signed by an authorised representative, with contact details, for services rendered within the past five years. Appointment letters, award notifications, purchase orders or contracts are not accepted as substitutes.
• Valid COIDA Letter of Good Standing, valid on the closing date.
• Material Safety Data Sheet or product brochure for each proposed item, showing product name/model, dimensions, materials and colour options.
• Certified copy of NCCA or BEECA membership certificate, not older than three months from closing date.
• Proof of local operational presence in East London and/or Mthatha (municipal account, lease agreement, or MoU with a local partner) in the name of the company or a director.

Phase 3 – Price and preference points (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• The 80/20 system applies to tenders up to R50,000,000 (all taxes included).
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable price.
• Preference points: 10 points for 51% black-owned suppliers; 10 points for 30% black woman-owned suppliers.
• Evidence for specific goals: CSD report, CIPC documents, shareholder certificates, ID copies of shareholders, B-BBEE certificate or sworn affidavit.

Grounds for rejection:

• Proven corrupt or fraudulent acts in competing for the contract.
• Abuse of the ATNS SCM system, proven fraud or improper conduct, or failure to perform on a previous contract.

Scope: comprehensive cleaning, hygiene, sanitation, window cleaning, consumable supply, and ad-hoc cleaning services at ATNS facilities at FAEL (King Phalo Airport), FAUT (Mthatha Airport), and associated remote sites, for five years.

Staffing: one cleaner at FAEL, one cleaner at FAUT. Cleaning at Bisho (Bulembu Airport) is ad-hoc.

Remote sites include: radar site, VDF site, transmitter site, receiver site, VOR site, old VSAT building, and any additional ATNS operational sites in the region as instructed. The provider must supply transport, labour, equipment and consumables for these sites.

Cleaning tasks and frequencies (offices, boardrooms, passages):

• Daily: carpet spot brushing and vacuuming; dust/wipe surfaces with 70% alcohol-based disinfectant (SABS/SANS approved); empty bins twice daily; wash bins and replace liners.
• Bi-annually: deep cleaning of ablution areas, carpets, upholstery.

Server rooms:

• Daily cleaning under IT supervision; sweep and wet mop with 70% alcohol-based disinfectant.
• Monthly: strip and seal floor.

Kitchens:

• Daily: clean ceramic tiles, sweep, damp mop with disinfectant, clean sink and cupboards, spot clean walls and handles, clean microwave/ovens/fridges, wash dishes and cutlery, empty bins twice daily.
• Monthly: polish machine, defrost and wash fridge.

Bathrooms/toilets:

• Daily: clean ceramic flooring, sweep, damp mop with disinfectant, wipe surfaces, spot clean walls and handles, clean basins, toilet pans, urinals, wash bins and replace liners.
• Twice daily: empty waste bins.
• Monthly: deep clean and sterilise toilets.
• Bi-weekly: safe disposal of sanitary bins.

Window cleaning:

• Quarterly: clean accessible interior and exterior window faces.
• Monthly: clean tower windows up to 2m height.

Daily routine (boardroom/kitchen):

• Before meetings: set up water, tea, coffee, sugar, milk, and arrange crockery (supplied by ATNS).
• During meetings: replenish beverages as needed.
• After meetings: remove used items, clean table, wipe surfaces, dispose of waste, clean and store crockery.

Equipment and consumables (annual quantities, for guidance):

• Equipment: 20 packs colour-coded cloths, 7 mops, 8 buckets, 3 double winger trolleys, 3 co-mops, 30 packs office dust bin waste plastics, 6 feather dusters, 6 spot brushes, 6 brooms, 2 vacuum cleaners, 4 caution signages, 4 toilet brushes, 2 polish machines, 30-pack disposable vinyl gloves.
• Consumables: 8 x 5L Handy-Andy, 8 x 5L dish wash liquid, 8 x 5L deep cleaning detergent, 8 x 5L bleach, 8 x 5L table cleaner, 12 x 300ml table polish spray, 8 x 5L urinal sterilizer, 12 x 1L urinal blocks/mats, 8 x 5L ablution sterilizer, 8 x 1L doorknob sterilizer, 8 x 5L tile and floor strip detergent, 24 x 300ml bug spray.

Hygiene equipment (monthly rental, refill as needed):

• 4 deep cleaning of ablution facilities, 10 automatic sanitizers, 10 air fresheners, 4 paper towel dispensers, 4 wall waste bins, 4 foam soap dispensers, 4 toilet seat spray dispensers, 4 toilet roll holders (TR3) with monthly toilet paper supply, 2 she-bins with fortnightly service.

Hygiene consumables (monthly replenishment):

• 72 sanitary bags, 48 sealable plastic bags, 24 toilet seat sanitizer refills (500ml), 50 hand-wash liquid soap (500ml), 120 packs paper towel C/fold 20x100, 12 air freshener refills, 36 packs of 2-ply toilet paper (48 rolls per pack), 3 x 5kg urinal blocks.

The provider must supply all labour, supervision, equipment, tools, machinery, transport, consumables, PPE, and uniforms. Quantities are guidance only; the provider must monitor usage and replenish without waiting for ATNS instructions.

Mandatory requirement: minimum of three contactable reference letters for cleaning and hygiene services of similar nature and complexity.

Reference letter conditions:

• Must be on the official letterhead of the client organisation.
• Services must have been rendered within the past five years.
• Each letter must be signed by an authorised representative of the client.
• Must include contact details (telephone and/or email) for verification.
• Appointment letters, project award notifications, purchase orders or contracts are not accepted as substitutes.

ATNS reserves the right to verify all submitted references.

Pricing must be submitted on SBD 3.3 Pricing Schedule (Professional Services), completed and signed.

Prices in RSA currency, all applicable taxes included. The offer must remain valid for 120 days from the closing date.

Pricing schedule sections:

• Section 1: Rental of equipment and maintenance — annual quantities for each of five years (e.g. colour-coded cloths, mops, buckets, trolleys, vacuum cleaners, polish machines).
• Section 2: Cleaning consumables — annual quantities for each of five years (e.g. detergents, bleach, sprays, urinal blocks).
• Section 3: Hygiene equipment and services — monthly prices for each of five years (e.g. deep cleaning, dispensers, refills).

Bids without a price or with an incomplete price are non-responsive. A pricing schedule omitting any specified element may be considered non-responsive.

Any budget amount indicated is a guide only; bidders must submit a fair and reasonable costing.

Pricing format: SBD 3.3 Pricing Schedule (Professional Services), completed and signed. Prices in RSA currency, all applicable taxes included.

Pricing schedule sections:

• Section 1: Rental of equipment and maintenance (annual quantities for each of five years).
• Section 2: Cleaning consumables (annual quantities for each of five years).
• Section 3: Hygiene equipment and services (monthly prices for each of five years).

Bids without a price or with an incomplete price are non-responsive. A pricing schedule omitting any specified element may be considered non-responsive.

Validity period: 120 days from submission. Bidders may request an extension, subject to ATNS approval.

No bid security, bond, or guarantee is specified. The contract includes a retention clause for non-satisfactory completion and a requirement for adequate professional indemnity insurance.

Bidders bear all costs of preparing and submitting the bid.

CSD registration:

• Mandatory registration on the National Treasury Central Supplier Database (CSD) before submitting. Proof of registration or application must be submitted with the bid. No award to a bidder not registered on the CSD.

Tax compliance:

• Valid SARS Tax Compliance Status PIN, valid for the full duration of the validity period. A printed TCS certificate may also be submitted. In consortia/JV/sub-contractor arrangements, each party must submit separate proof of TCS/PIN/CSD number.

B-bbee:

• B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points. Evidence for specific goals: CSD report, CIPC documents, shareholder certificates, ID copies of shareholders.

Professional registrations:

• Certified copy of NCCA or BEECA membership certificate, not older than three months from closing date.

Coida:

• Valid COIDA Letter of Good Standing issued by the Compensation Fund, valid on the closing date.

Local presence:

• Proof of operational footprint in East London and/or Mthatha (municipal account, lease agreement, or MoU with a local partner).

Other:

• CIPC registration documents.
• POPIA consent.
• General Conditions of Contract acceptance.
• No bids from persons in the service of the state, or companies with directors who are state employees.

The provider must supply appropriate uniforms and PPE for staff for the duration of the contract.

Server room cleaning must be done under the supervision of IT personnel.

All disinfectants used must be 70% alcohol-based and SABS/SANS approved.

Deep cleaning of toilets must use disinfectants that are not harmful to humans and are non-flammable.

Sanitary bins must be disposed of safely, bi-weekly.

ATNS mission includes ensuring environmental sustainability.

No specific environmental requirements are stated beyond the use of approved disinfectants and safe disposal of sanitary bins.

Contract term: five years, on an as-and-when-required basis.

ATNS may vary the scope and terms, with written notice to the bidder.

The successful bidder must accept the standard Terms and Conditions, including:

• Retention clause for non-satisfactory completion.
• Breach of contract and confidentiality clauses.
• Requirement for adequate professional indemnity insurance.

ATNS may cancel or postpone the procurement at any stage before contract signature.

ATNS may negotiate with one or more bidders on any terms, including price. Negotiation does not constitute an award. ATNS is not obliged to accept the lowest or any bid.

A contract is concluded only when reduced to writing and signed by both parties.

ATNS may reject a bid if the bidder or a director has committed fraud, abused the SCM system, or failed to perform on a previous contract.

Additional information requested during evaluation must be submitted within 7 working days; failure may lead to the bid being disregarded.

All bid information is confidential. Copyright of documentation belongs to ATNS.

If the contractor cannot deliver within the delivery period or at the quoted price, ATNS must be notified immediately in writing.

On termination, the bidder must hand over all documentation and deliverables without right of retention.

Any amendment to the contract must be in writing and signed by both parties.

Additional evaluation details:

• The 80/20 price/preference points system applies to tenders up to R50,000,000 (all taxes included).
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: 10 points for 51% black-owned, 10 points for 30% black woman-owned.
• Bidders must indicate how they claim points in SBD 6.1.
• ATNS evaluates bids based on the Preferential Procurement Regulations, 2022.